How to share and access calendars

Share and access Nexus365 calendars

Owners of Nexus365 calendars can grant other people more visibility than the default free/busy information, but functionality may be limited when not using Outlook.

Windows

How to share calendars

Assist colleagues by updating your default calendar settings

Outlook: Change Default permissions to Free/Busy, time, subject, location.

Outlook 365: Change My Organization permissions to Can view titles and locations.

Meetings can still be marked as private whenever required.

 

Outlook

  1. In Outlook, select the calendar icon from the navigation panel
  2. Within the My Calendars section, right click on the calendar you are sharing
  3. Select Properties > Permissions tab
  4. Select or Add... the users you are sharing with
  5. Select the appropriate permissions:

    Outlook

    Read Details shown to the person
    Write Calendar items the person can create or update (leave blank in most cases)
    Delete Calendar items the person can delete (None in most cases)
    Other Tick Folder visible

    Outlook 365

    Can view when I'm busy Show Free/Busy times
    Can view titles and locations Show Free/Busy, Subject, Location
    Can view all details Show full details
    Can edit Show full details and allow editing
    Delegate Show full details, allow editing and sharing the calendar with other

How to access a shared calendar

You can add shared calendars after you add your personal Nexus365 account.

Outlook

  1. In Outlook, select the calendar icon from the bottom left navigation panel
  2. In the list of calendars in the lower left hand side, right click on Shared Calendars
  3. Select Add calendar > From Address Book...
  4. Provide the name, email or username of the calendar, then OK
macOS

How to share calendars

Assist colleagues by updating your default calendar settings

Outlook: Change My Organization permissions to Can view titles and locations.

Meetings can still be marked as private whenever required.

 

Outlook

  1. In Outlook, select the calendar icon from the bottom left navigation panel
  2. Within the My Calendars section, right click on the calendar you are sharing
  3. Select Properties > Permissions tab
  4. Select or add the users you are sharing with
  5. Select the appropriate permissions:

     

    Can view when I'm busy Show Free/Busy times
    Can view titles and locations Show Free/Busy, Subject, Location
    Can view all details Show full details
    Can edit Show full details and allow editing
    Delegate Show full details, allow editing and sharing the calendar with others

How to access a shared calendar

You can add shared calendars after you add your personal Nexus365 account.

Outlook

  1. Open Outlook
  2. If you use New Outlook mode, switch this to Off
  3. Select Calendar > Organise tab > Open Shared Calendar
  4. Provide the name, email or username of the calendar, then Open
  5. New Outlook mode can now be switched on again

Apple Calendar

In some cases this app may not be able to find the account, making it impossible to add the calendar.

  1. Select Calendar > Accounts
  2. Select the account that has access to the shared mailbox
  3. Select Delegation
  4. Select the plus icon + and search for the account name of the calendar
iOS

How to share calendars

Assist colleagues by updating your default calendar settings

Outlook: Change My Organization permissions to Can view, sharing Only titles and locations.

Meetings can still be marked as private whenever required.

 

Outlook

  1. In Outlook, select calendar
  2. Select the top left calendar icon
  3. Next to the calendar to share, select settings
  4. Select Add people
  5. Provide the name or email address of the person you are sharing with
  6. Select the person, then the top right arrow icon >
  7. Select the person again, then the appropriate permissions:

     

    Can View
    Only when I'm busy

    		 Show Free/Busy times

    Can View
    Only titles and locations

    		 Show Free/Busy, Subject, Location

    Can View
    All details

    		 Show full details
    Can edit Show full details and allow editing
    Delegate Show full details, allow editing and sharing the calendar with others

How to access a shared calendar

You can add shared calendars after you add your personal Nexus365 account.

Outlook

  1. In Outlook, select Calendar
  2. Select the top left Outlook icon
  3. Select the top left calendar icon
  4. Select Add a shared calendar
  5. Provide the name, email or username of the calendar, then select
Android

How to share calendars

Assist colleagues by updating your default calendar settings

Outlook: Change My Organization permissions to Can view, sharing Only titles and locations.

Meetings can still be marked as private whenever required.

 

Outlook

  1. In Outlook, select calendar
  2. Select the top left Outlook icon  
  3. Next to the calendar to share, select settings
  4. Select Add people
  5. Provide the name or email address of the person you are sharing with
  6. Select the person, then the top right arrow icon
  7. Select the person, then the appropriate permissions:

     

    Can View
    Only when I'm busy

    		 Show Free/Busy times

    Can View
    Only titles and locations

    		 Show Free/Busy, Subject, Location

    Can View
    All details

    		 Show full details
    Can edit Show full details and allow editing
    Delegate Show full details, allow editing and sharing the calendar with others

How to access a shared calendar

You can add shared calendars after you add your personal Nexus365 account.

Outlook

  1. In Outlook, select Calendar  
  2. Select the top left Outlook icon  
  3. Select the top left calendar icon  
  4. Select Add a shared calendar
  5. Provide the name, email or username of the calendar, then select  
Outlook on the Web

How to share calendars

Assist colleagues by updating your default calendar settings

Change My Organisation permissions to Can view titles and locations.

Meetings can still be marked as private whenever required.

 

Outlook on the Web

  1. Sign in to Outlook on the Web using your username in the format abcd1234@ox.ac.uk and your single sign-on (SSO) password
  2. In the leftmost column, select the calendar icon
  3. Select the ellipsis next to the calendar you are sharing
  4. Provide the email address or name you are sharing with
  5. Select the appropriate permissions:

     

    Can view when I'm busy Show Free/Busy times
    Can view titles and locations Show Free/Busy, Subject, Location
    Can view all details Show full details
    Can edit Show full details and allow editing
    Delegate Show full details, allow editing and sharing the calendar with others
  6. Select Share

How to access a shared calendar

You can add shared calendars after you add your personal Nexus365 account.

Outlook on the Web

  1. Sign in to Outlook on the Web using your username in the format abcd1234@ox.ac.uk and your single sign-on (SSO) password
  2. In the leftmost column, select the calendar icon
  3. Select Add calendar
  4. Select Add from directory
  5. Type the name or email address of the calendar to add
  6. Select where you want it to be added, then Add

Microsoft also provide additional calendar information.

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